Throughout the last few years, EEOC and OFCCP have reigned supreme, and for good reason. They keep businesses ethical, provide opportunities for protected classes and also improve the bottom line. The problem is that many of the guidelines look like a seemingly endless list of requirements. The good news is that it doesn’t have to feel like that all the time. Documenting an Affirmative Action Plan doesn’t have to be a hassle. By proactively understanding what is needed to have ready in the event of an audit, companies can streamline their processes to make documenting a breeze.
Don’t Skip Documentation
Documentation is needed for compliance. In the event of an audit, an auditor can ask for job distribution records and documentation regarding interviews, dispositioning, hiring or even current employee behavior. Having extensive documentation of all HR processes can help pass an audit quickly and can save a company from heavy fines for non-compliance or even from a discrimination lawsuit. When compliance holds companies accountable for their good faith recruiting efforts, companies thrive with increased diversity.
When it comes to documenting an AAP plan, it’s always better to have too much information rather than not enough. When in doubt, write it down. If it might even be slightly important, it needs to go on file. Audits can happen at any time, so there is never a reason to “wait until tomorrow” to make a copy, take a note, or update the Applicant Tracking System (ATS). It could literally cost an owner the company.
Where to Start
It can be hard to discern where to begin when starting to document. Start at the very beginning of the hiring process – job ads. What did the ad say? Where was it posted? Why was it posted were it was? This documentation can actually help the candidate search because of opportunities to diversify which job boards are used. Posting your ads on a variety of boards can help find more qualified candidates than sticking to one or two postings.
Another element to consider is applicant demographics. Who applied? Where do they live? How do they self-identify? This is important, as it can prove to an auditor that the company is searching for all kinds of candidates. On a similar note, make sure to document who moves forward in the application process, why they did or why they were dispositioned. If Joe moves forward because he has five years of field experience, make sure to say so. If Bill was dispositioned because he did not have required proficiencies, make sure to document that as well.
Evaluate recruiting efforts as well. Was there a diverse candidate pool? Who was hired? Are they a good fit? Also document plans for moving forward, outlining what would be kept the same, what would be done differently and why.
Can Anything Help?
While there is no replacement for thorough documentation, invest in tools that make that documentation easier. Invest in an ATS that has a job board aggregator. This makes it simpler to distribute job ads to multiple job boards at once to cast a wide net for diverse candidates from the beginning. A solid ATS should also give applicants the opportunity to voluntarily identify protected statuses and locations in order to give the HR team and the auditor the best possible overview of applicant demographics. Companies should also look for an ATS that gives HR the opportunity to document on the company’s end as well so they can easily record dispositions, advancements and hires. A great ATS can run full compliance reports in minutes to get auditors what they need.
AAP documentation does not have to be a headache. Knowing where to start, what to document and how to leverage technology to make life easier can give the company the boost it needs to pass audits with flying colors and avoid trouble that comes with failing them. Invest in appropriate documentation tools, an ATS and a streamlined plan in order to make the most of the hiring process.
